Big events are lots of fun, but they do require a sharp eye for details. This planning checklist can help make sure you don't miss a thing. And if you're, starting your plans less than a year from the event, don't worry—this timeline is just a suggestion. When you're ready, create your event and kick off the celebration!
One year before your event |
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| Decide on the scale of your event—from a casual dinner to a weekend packed with happenings. | |
| Work out a budget and decide on a ticket price. | |
| Ask for help and delegate responsibilities. Hire a professional planner, if you want one. | |
| Decide on an event site. | |
| Create the event on Memory Lane®. | |
| Check your affiliation's missing member list, and ask your invitees to spread the word to people who are missing or aren't registered. | |
| RSVP for your event. | |
9 months to go |
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| Plan the menu. Ask your invitees for menu preferences and suggestions. | |
| Decide on entertainment—another great time to poll your invitees. DJ? Live band? Jugglers and magicians? | |
| Interview and hire professionals: band, DJ, photographer, caterer. | |
| Reserve a block of rooms at a hotel near your event site. | |
| Reserve any rentals you'll need, such as tables and chairs. | |
| Start producing any souvenirs—videos, CDs, books, etc. If you need people to contribute pieces from their personal collections, be sure to ask for them now. Consult with your manufacturer to set a deadline on contributions. | |
6 months to go |
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| Remind your invitees about the event. Let them know what's been decided, and encourage them to help you find missing guests. | |
| Post an event announcement to let people know how things are coming along. | |
| Start a discussion or two on your event message board. If other people are already having conversations, be sure to participate and keep them going. | |
1 month to go |
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| Another reminder would be a good idea. | |
| Post event announcements with more details to keep the excitement building. | |
| Remind invitees to RSVP. Ask people who are attending to contact people who haven't responded to make sure word is spreading. | |
| Check in with your major vendors. Make sure they've got the date reserved and that they don't need any further info from you. | |
1 week to go |
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| Finalize your headcount for your vendors. Let your caterer know about any special meal requests. | |
| Get nametags printed. | |
| Be sure your souvenir vendor will deliver on time. | |
The day before |
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| Decorate your venue, if you're doing it yourself. | |
The big day
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| Catch up with old friends and make some new memories. Have a great time—and take lots of pictures! | |
Afterwards |
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| The party's over, but the fun doesn't have to end. Post your photos for everyone to see, including those who couldn't make it. Ask your invitees to post theirs, too. Use the message board to get feedback on how the event went, and ask for suggestions for the next one you plan. | |
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